Everyone loves a good party. But just the thought of planning one can drive anyone crazy! So what’s the trick to putting together a successful shindig while retaining your sanity at the same time? It’s all in the organization. Whether you’re in charge of coordinating the holiday party for the office, or setting up an event for family and friends, check out these simple tips to help you get the party planning started:
Step 1: The big one—we’re talking budget.
Whether your budget is set by your boss or hammered out between you and your spouse, setting a dollar amount and making every decision work with that number is critical to your planning success. Once you decide on your maximum spending amount, make a list of projected expenses— food, party venue, entertainment, rentals, etc. — and start plugging in the costs, always keeping in mind your maximum allowance.
TIP: Work in a “cushion” for unexpected or incidental expenses to make sure your budget stays on track. One idea is to use a percentage of your total expenses, such as 10%, and add this as one of your expenses.
Step 2: Superpowers, unite—assembling your party-planning team.
Lighten your load by enlisting others to participate in the planning. If you're organizing a work function, create a team of compatible co-workers; and for a personal event, recruit a few family members and friends. Then, divvy up the work by assigning each team member a different area of responsibility.
TIP: Pull from people’s strengths—artistic ones can contribute their creative skills to design invitations and choose decorations, while social butterflies can help spread the word about your party.
Step 3: Let the brainstorming begin!
With your team in place, get everyone together to discuss everything from party themes and colors, to menu items and entertainment. With the group together, each team member in charge of their area of responsibility will be able to collect a bunch of fresh ideas. Make sure to establish upfront who will have the final say when it comes time for decision making.
TIP: As you gather ideas, prioritize your options. Flag vendors that were easy to work with, note sales and offerings at party supply stores, and record past ideas that were a hit with the crowd.
Step 4: Timing is everything—create a checklist with countdown.
Trying to tackle the to-do list all at once is a rookie mistake. Plan like the pros: the secret to a good checklist is not just writing down everything that needs to be done—you need to think about priorities. One idea is to organize your to-do list by time. Write down what should be accomplished four weeks out, two weeks out, the week before, and even the day before the party. As time marches forward, you’ll be able to see the progress you’ve made each week, and know what else you need to do until party time.
TIP: Set up checkpoints along the way to touch bases with your team members and make sure everyone is on track. A team member who is ahead of schedule can reach out to another who might need a little extra help.
Step 5: Organize info at party central.
Putting all the party details, receipts, and information in one place will save you time and enable you to be so much more in control. A good way to keep all that stuff at your fingertips is with the Avery Heavy-Duty Binder, available in a range of capacity sizes. One Touch EZD™ locking rings make it a cinch to open and close so you can insert your paperwork in a snap.
TIP: Don’t forget your dividers! Avery Index Maker® Dividers can turn your binder of information into a handy party-planning organizer. To customize dividers, just go to Avery Design & Print Online to create and print tabs to organize menu ideas, the invite list, potential venues, entertainment options, and more. With each aspect of planning clearly labeled, the clutter of planning a big event will disappear.
Even party planning time can be the start of all the fun and festivities. With these five organization tips, you’ll be in charge of an event that’s sure to impress—without the party-planning stress.